How to Future-Proof Your VoIP Telephony System

Voice over Internet Protocol is a quick and easy way to upgrade your company’s communications stack to the cloud. As an Internet-based solution, a VoIP phone system is more cost-effective than traditional systems that connect to the public telephone network.

But no two VoIP phone systems are the same. There are different implementation models, different levels of complexity, and different pricing structures.

What is the best way to future-proof your investment while keeping costs low? Let’s find out.

Get the least complicated VoIP phone system that works

In general, a VoIP phone system is a lightweight, web-based solution that can simplify your infrastructure while offering more flexibility in how you operate. With so many features to choose from, putting together the right system can seem daunting no matter how you approach it.

My best advice? Find the simplest solution that meets your needs.

To do this, you first need to have your requirements clear. It can help to ask yourself the following questions:

• Which features are essential to your business today?
• What’s not working with your current phone system?
• How many users will you have today and in a year?
• What business tools should you integrate with?
• What industry regulations do you have to follow?
• How important is customization?
• Are you looking for a solution for regular business use or a contact center environment handling a high volume of inquiries?

Don’t overcomplicate your requirements. This can cause you to spend more money than you need.

If you find a solution that offers most of the features you need but requires an upgrade for a few extra features, keep looking. There’s probably another solution that offers a slightly different package.

While it’s important to think about what you’ll need later, it’s easy to get stuck thinking about all the possibilities.

Your needs in a year should matter, but don’t let them stop you from taking action.

Tips for Buying Any Type of VoIP Phone System

There are different types of systems and unique types of implementations. The best advice for you will depend on the type of VoIP system you are considering.

Simple plug-and-play systems that only support voice commands

Your company likely already has the most important component of this cloud-based solution: an internet connection.

Setting up a new system can be as simple as configuring a few additional routers to provide wider coverage. You may also need adapters if your current phones don’t support IP. But that’s pretty much it.

One of the great things about plug-and-play technology is that you don’t have to worry about the cost or hassle of replacing equipment. It’s designed to complement your current setup, providing a simple, streamlined transition from landline to internet—ideal for start-ups or smaller operations with very little existing infrastructure.

If you need to buy phones, the easiest way is to buy them through your VoIP provider. They will be pre-configured and all you have to do is connect them.

However, you can save money by opting for refurbished phones. If you do, make sure you consider compatibility, brand, and manufacturer.

The cheapest option, however, is to ditch phones altogether. Your team can use their mobile devices and computers for everything.

One of the biggest issues with these types of systems is long-term scalability. While you can easily add or remove users as needed, you may eventually want more advanced analytics, call routing options, and automation capabilities. But it’s hard to beat the ease and simplicity of a no-frills VoIP system.

SEE: Check out the best VoIP phone systems for small businesses.

Infinitely scalable cloud-based communication platforms

Cloud-based communication platforms are also fairly plug-and-play. Your provider manages all the software and hardware in the background on your behalf. And your team can handle calls using existing phones, mobile devices, or desktop computers.

However, unlike a simple VoIP system, they offer a wealth of features, additional communication channels, a choice of pricing plans and unlimited scalability.

You can start with a basic plan and then move up as your needs change – this is the best way to save money with this type of system.

Many also offer highly configurable contact center solutions for managing incoming and outgoing calls at scale. In other words, there’s plenty of room to grow.

They also typically offer text messaging, video conferencing, team chat, file sharing, and online faxing (this is called UCaaS). You can get almost any channel you need for internal collaboration and external communication

The most serious disadvantages are complexity, cost and flexibility.

These systems do so much more, so they are harder to set up, harder to learn, and more expensive. On top of that, you lose all your communication channels if you ever decide to switch to another phone system.

Highly configurable on-premises VoIP telephony systems

An on-premises VoIP system is a solution where the server is located on-site and you manage it yourself, rather than your provider handling the backend for you.

Some business owners prefer this approach because it gives them full control over the structure, security, and configuration of the system.

SEE: Learn the most important VoIP security practices.

Aspects such as SIP trunk configuration, adding or removing users, and updating system security features are in your hands. The VoIP provider simply extends the capabilities of the Internet-based telephone network to your existing framework.

However, this solution will likely require a significant upfront investment. You’ll need to buy servers, hire staff to manage them, and pay for software licenses.

There may also be higher electricity bills and the need to purchase additional server maintenance software.

However, the ongoing costs of the VoIP software itself can be significantly lower than those of the systems we have discussed so far.

You can take steps to support the longevity of your on-premises system by investing in high-quality hardware and a strong support team. You’ll need a dedicated IT staff to manage the system, coordinate additional features, and stay up to date with the latest security practices.

Hybrid Telephone Systems

If you have a landline system and long-term contracts with different providers that you can’t break, a hybrid approach means that some of your team uses it while others use VoIP.

You’ll maintain the stability and reliability of your current system while enjoying lower costs for VoIP users, better scalability, and additional VoIP features you wouldn’t otherwise have.

It’s also a great way to gradually transition to Internet-based communications. You can spread the migration costs over time, rather than upgrading your entire system to VoIP at once.

Plus, you have full control over which teams use VoIP and which use traditional lines.

Teams that make a lot of long-distance or international calls are probably the best candidates for switching to VoIP. Most VoIP plans include unlimited domestic calling, and some offer unlimited international calling upgrades. That alone will likely save you money right away.

These savings will multiply for large companies employing hundreds or thousands of users.

Virtual Call Center Solutions

If you only have one or two sales or customer service representatives, a typical phone system is probably sufficient.

But large teams managing a large number of calls often need more advanced features. Fortunately, they can leverage VoIP functionality through call and contact center software.

Similar to a traditional system, virtual call center software can be fully managed by your telephony service provider, deployed on a cloud server you own, or on a physical server in your office.

These are the most complex systems, encompassing a range of functions that enable:

• Direct callers to the right place.
• Assisting supervisors in monitoring performance.
• Sync your most important customer data.
• Monitoring compliance and adherence to processes.
• Communicate via instant messaging and social media.
• Provide exceptional customer experiences.
• Automation of repetitive tasks.
• Keep your agents engaged.
• Stay consistent.

The best way to save money is to choose a system that integrates with your CRM software, includes all the basic features you need, and gives you plenty of room to grow.

It’s easy to get distracted by the advanced capabilities of a call center, but it’s important to consider what you really need and what you would be happy with.

VoIP Telephony Systems vs. SIP Connections

SIP trunking is only available if you use a landline or have a PBX available.

Like hybrid VoIP, it is a cost-effective way to transition to Internet-based communications without having to get rid of existing infrastructure.

However, SIP Trunking technology runs on top of your system, not replaces it.

Landlines require copper wires running to the telephone company. They are expensive to maintain. Also, the farther the recipient is from your physical location, the more work it takes to connect to you. Therefore, you have to pay more for long distance calls.

With SIP trunking, you replace those copper wires with virtual lines over the internet. Long distance calls are a thing of the past right away.

You’ll also see significant cost savings because SIP trunking services are priced per channel (also called a trunk). Each channel can handle one call at a time, so you’ll need 15 channels to handle 15 simultaneous calls.

On the other hand, VoIP systems charge per user. You need far fewer channels than you have users, which immediately reduces costs.

Since most SIP trunk providers configure everything remotely, it takes anywhere from a few hours to a day to implement the solution.